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DRAFT

This is a draft: anything in red is questionable.

This document contains instructions for linking collections in HOLLIS and ArchivesSpace and is used primarily by the metadata specialists.  If others need access to NET holdings templates, see Paula.

  • Archived websites for Schlesinger Library Sites
  • Born digital material
  • Analog to digital: part of a collection digitized
  • Analog to digital: whole collection digitized
    • Small A's and B's
    • Larger processed manuscript collections

 

Metadata specialist’s private templates:

SCH NET archived websites

SCH NET digitized items

SCH NET whole collection

SCH NET born digital

 

Using the template in Alma:

  1. Find your record in Alma. Choose Edit. Click filebox icon to see if there are any existing NET holdings and whether you need to make one.
  2. If you need to make one, click Exit
  3. To create a new holding, click on the title bar of the Templates tab in the Left Pane to expand that section

  4. Expand the folder for the template that you want to use: in this case MARC 21 Holdings

  5. Expand the Private folder and click on the  template.

  6. From the drop-down set of choices, select New

  7. This will open a new holdings record in the Metadata Editor based on the template you selected. It will have the fields that need to be populated, and default values for fixed fields. The bib and the new, unsaved holdings record will be side by side in the MDE

 

Archived websites from SL Sites

Background:

The processor looks to see if the person or organization has a web site that should be harvested.  The processor emails Laura to set up a harvest.  The harvests are reviewed for quality control and saved in Archive-It by Amy, Laura, Jen, or Paula.  We are no longer observing a 3 month moratorium. 

Unlike WAX, Archive-It doesn’t automatically generate a URN to a presentation page. It does generate a URL to the page of harvested links.  You must first create a URN for this URL in the NRS.

See documentation for creating a URN for Archive-It URLs: Using the NRS to create URNs

 

Finding Aid:

There are three ways to add links to the inventories of finding aids. 

  1. Add the link as a <dao> to the EAD inventory (before it is uploaded to ArchivesSpace)
  2. Use the Digital objects spreadsheet upload (for resources already in ArchivesSpace)
  3. Create the Digital object from scratch in ArchivesSpace (for resources already in ArchivesSpace)

 

  1. Add the link as a <dao> to inventory

See instructions for creating <dao> and using the macro in  How to create an EAD finding aid (in XMetal).

 

2. Use the Digital objects spreadsheet

LTS documentation and spreadsheet download is here: Importing Archival & Digital Objects by Spreadsheet

 

 

3. Create the digital object from scratch in ArchivesSpace

 

 

E.2. Judy Chicago's web site, 2010-ongoing.

In the finding aid, locate the E# with the description of the web site in the inventory.

 

Process for creating DAO in ArchivesSpace

 

 

 

When there are several finding aids for a collection (addenda), add the link to each finding aid.

While adding the link to the finding aid, verify:

  1. extent contains X archived web sites
  2. added entires includes <genreform>Web archives</genreform>

We are no longer using the form and genre terms "Web sites" and "Electronic records" for archived web sites.


 

 

Bibliographic Record:

When there are several HOLLIS records for a collection (addenda), add the link to each HOLLIS record.To clarify, if you added a link to a finding aid, add it to the accompanying HOLLIS record.

 

To add the link create a new holdings record in Alma.  Expand from template (choosing SCH NET archived websites—currently Private to Paula). 

Add the URN to the 856

852 8_ $$bNET  $$cWAX

 

Multiple web sites? An Alma record can link to two different web sites.  One NET holdings record should be created with two 856 fields containing the links. For example, Barbara Ehrenreich has both a blog and a web site. See Aleph # 008622935

Check bib record to see if electronic records appears in the extent. Also, check that there are form and genre terms for electronic records and web sites:

655 _0 Electronic records.

655 _0 Web sites.

 

Additional Steps:

 

After linking is completed, go to WAX tracker to see if the web site’s LinkedinHOLLIS status needs to be changed to Yes.  Will there be a place in the AIT dashboard to record this? 

 

 

Born digital material

Background: Some born-digital material has been linked to our Alma records and finding aids.  See:

National Organization for Women. Additional records of the National Organization for Women, 1970-2011: A Finding Aid (MC 666)

http://nrs.harvard.edu/urn-3:RAD.SCHL:sch01385

Aleph: 012999519

Lillibridge, Florence Julie, 1919-1999. Papers of Florence Julie Lillibridge, 1923-2001: A Finding Aid (MC 677)

http://nrs.harvard.edu/urn-3:RAD.SCHL:sch01333

Aleph: 008420069 

 

More recent (post Alma) examples:

Paul Child Cocktail recipes.(Amy received scans of these recipes, which she transformed into a PDF/a).

HOLLIS number: 99153683612103941

Diaries of Dorothy Pelda (A student transcribed these diaries into a word document, which Amy made into a PDF/a).

HOLLIS number: 99153684207203941

 

Finding aid:

Linking procedures to be determined.

 

Bibliographic record:

 

Use the NET holdings template (SCH NET born digital) to create the holdings record in Alma.

 

Add date (year) to 583 $u

If necessary, edit the 856 field, edit the URN by deleting: ?digital=Y

852 8_ $$bNET  $$cGEN

 

For transcriptions, you can change Digital items to something more specific in the 856:

$3  Transcription of diaries:

(See above Dorothy Pelda diaries for example).

 

Analog to digital: part of a collection digitized

Finding Aid:

Find the collection in DigitalProjectsTracker, Collection layout. 

Create links in the inventory by using one of the following methods:

TBD

 

Will digitized material be closed? Individual items that are not fragile will not be closed (items digitized because of patron request are usually not fragile). See Guidelines on the Use of Originals for more information

If closed, edit:

  • Main access restriction section (specify which folders are closed)
  • Folder description in inventory (add restriction)
  • Check series descriptions in case processor mentioned a closed item there.   (This is for when items have been closed until digitized because they are fragile).

 

Restriction to be used: Originals closed; extremely fragile. Use digital images.

 

Example: Constance H. Hall Papers, 1915-1921 (A-56)

http://nrs.harvard.edu/urn-3:RAD.SCHL:sch00188

 

Finding aid:

Access Restriction statement:

Access. Unrestricted. Original scrapbooks are closed. Use digital images. #2F+B.1v and 3F+B.1v are closed; extremely fragile. Use digital images.

 

Folder:

2F+B.1v. Scrapbook, 1918. See digital image.

Access Restrictions: ORIGINALS CLOSED; EXTREMELY FRAGILE. USE DIGITAL IMAGES.

 

Bibliographic Record

In Aleph, use the NET holdings macro to create an additional holdings record.  

 

If an item was originally “closed until digitized” in the 506, and has now been digitized, then change restriction in the holdings record to read open to research.  Individual items that are not fragile will not be closed (items digitized because of patron request are usually not fragile).

 

Example: Constance H. Hall Papers, 1915-1921 (A-56)

HOLLIS: 000604953

506 1_   $$3Vols. 2 and 3

$$a are closed; extremely fragile. Use digital images.

 

Additional Steps:

 

Give restrictions for extremely fragile material to Johanna to put into SL Tracker. If individual items are housed with closed material, tracker restrictions are not necessary. If they live in their own container, or have been rehoused into a new container, tracker restrictions are necessary. Restriction should read: ORIGINALS CLOSED. USE DIGITAL IMAGES or ORIGINALS CLOSED; EXTREMELY FRAGILE. USE DIGITAL IMAGES.

 

Fragile items will not be marked physically as closed unless it is extremely convenient to do so. Use ORIGINALS CLOSED. USE DIGITAL IMAGES stamp.

 

Update DigitalProjectsTracker, Collections layout, to indicate that links have been added to OASIS and Alma.  Click checkboxes.

 

 

Analog to digital: whole collection digitized

 

There are two types of Manuscript collections based on size: Small A’s and B’s and larger collections which are described by OASIS finding aids (A’s, MC’s, etc.).   

 

Small A’s and B’s are collections too small to warrant storage in a file box. They are stored in file cabinets. Most Small A’s and B’s are only described by a bibliographic record and do not have finding aids.

 

Small A’s and B’s will be closed after digitization.  For larger collections (MC’s, etc.), we will determine at beginning of the project whether some or all items will need to be closed after digitization due to fragility. See Guidelines on the Use of Originals (LINK) for more information.

 

 

Small A’s and B’s

Bibliographic Record:

Check to see if the Small A or B has a finding aid in OASIS.  This is very unusual, but it is possible. If so, follow linking instructions for larger processed collections below.

If no finding aid, use the NET holdings template (SCH NET whole collections) to create the holdings record in Aleph.

In the 856 field, edit the URN by deleting: ?digital=Y

852 8_ $$bNET  $$cGEN

Add date (year) to 843 $d

 

More than one folder link:

Small A’s and B’s with more than one folder will need additional 856 fields with a subfield 3 first containing an appropriate label, i.e. Folder 1.  Do not include a colon.  In most cases there should not be more than four or five links; Amy suggests a limit of 10.  If there are too many, the items could be wrapped into one digital object.

Example Alice Stone Blackwell Letters, 1888-1911. A/B632a1d (Aleph 013941357)

856 40   $$3Folder 1

$$u http://nrs.harvard.edu/urn-3:RAD.SCHL:11011837

856 40   $3Folder 2

$$u http://nrs.harvard.edu/urn-3:RAD.SCHL:11011838

 

Please note that subfield 3 must come before subfield u or it will appear backwards in the online system.  (is this the case in new HOLLIS?)

 

Access restrictions:

In Alma, update the 506 field of the holdings record for the collection. In most cases, there will already be a 506 which states that collection is closed for digitization. This 506 should be replaced with a new note. Check the holdings record (583) for the collection to see if Amanda has signified that something (or everything) should be closed due to fragile condition. See Guidelines on the Use of Originals (LINK) for more information. 

 

To determine of something is too fragile for use, check the holdings record (583) for the collection. Also, check the item itself to see if Amanda has marked it physically closed. If the item is fragile, use the following restriction:

 

506 1_ $$a Originals closed; extremely fragile. Use digital images. 

 

(Note: we used to automatically close small A's and B's with notes in the bib record and tracker, and by stamping folders. In Spring 2018, Anne clarified instructions to Paula that they should no longer be closed).

 

Additional steps

If closed, give restriction to Johanna to put into SL Tracker. Restriction should read: ORIGINALS CLOSED; EXTREMELY FRAGILE. USE DIGITAL IMAGES.

Update DigitalProjectsTracker. Use the Collections layout. 

Indicate that links have been added to Aleph by clicking the Alma checkbox. Click N/A for finding aid.

Change the Location field to Refiled. 

 

 

Larger processed manuscript collections

Bibliographic Record:

 

In Alma, use the NET holdings template (SCH NET individual items) to create an additional holdings record.

In the 856 field, add the URN or permalink to the finding aid and include ?digital=Y.  Test link.

852 8_ $$b NET  $$c GEN

Add date (year) to 843 $$ d

 

Access restrictions:

In Alma, update the 506 field of the holdings record for the collection. In most cases, there will already be a 506 which states that collection is closed for digitization. This 506 should be replaced with a new note. Check the holdings record (583) for the collection to see if Amanda has signified that something (or everything) should be closed due to fragile condition.

 

If the entire collection is fragile, use the following:

506 1_ $$a Originals closed; extremely fragile. Use digital images. 

If a portion of the collection is fragile, use the following. 

 

If individual items are fragile:

506 1_ $$3 Folder(s)  x.x-x.x

$$ a are closed; extremely fragile. Use digital images.

 

If nothing is closed, use our standard open note:

 

506 0_ $$a Collection is open for research.

 

Examples to come TBD.

 

If a collection had previously had items digitized under Harvard’s OCP project, leave the “portion digitized” NET holding in place and add a second NET for a link to OASIS digital view.  See Beecher –Stowe family (Aleph 000605067) for example.  Add a subfield z to the 856 field following the link

 

856 40 $$a http://nrs.harvard.edu/urn-3:RAD.SCHL:sch00049?digital=Y

$$z Entire collection

 

Finding Aid:

 

Find the collection in DigitalProjectsTracker, Collection layout. 

Create links in the inventory by using one of the following methods:

TBD.

 

Access restrictions:

It is necessary indicate whether Amanda has determined that a collection, or a portion of a collection, is too fragile to be used.  Check the holdings record (583) for the collection to see if Amanda has signified that something (or everything) should be closed due to fragile condition.

 

Access restriction statement (top of finding aid):

If nothing in the collection has been deemed fragile by Amanda, use the following restriction:

Collection is open for research.

 

If the entire collection has been deemed too fragile for use, use the following at the top:

Originals closed; extremely fragile. Use digital images. 

 

If individual items are fragile, use a hybrid of both statements:

 

Examples TBD

 

Folder level:

Indicate the folders which have been closed due to fragility. Use the following restriction:

 

Originals closed; extremely fragile. Use digital images.

 

Example TBD.

 

Additional Steps:

 

Give restrictions to Johanna to put into SL Tracker. If individual items are housed with closed material, tracker restrictions are not necessary. If they live in their own container, or have been rehoused into a new container, tracker restrictions are necessary.  If the entire collection is deemed extremely fragile, restrictions are necessary. Restriction should read: ORIGINALS CLOSED. USE DIGITAL IMAGES or ORIGINALS CLOSED; EXTREMELY FRAGILE. USE DIGITAL IMAGES.

Whole collections that have been digitized will be closed and sent to HD.  Johanna will handle this. They do not need to be stamped or otherwise closed in a physical manner. 

 

 

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